Chalmers’ communications policy is a management document for all communications within Chalmers tekniska högskola AB’s activities. It also provides guidance for wholly-owned subsidiaries and the owner, Chalmers University of Technology Foundation.
The policy establishes Chalmers’ view of the purpose, significance, responsibility and standards of its communications efforts. Communications as referred to in this policy relate to communications which responsible spokespeople or communicators are appointed to issue on Chalmers’ behalf.
This policy does not restrict employees’ right to exercise their constitutional right to freedom of speech, everyone’s right to freedom of thought or the right to provide information for publication in the media (freedom of communication), which is regulated by the Swedish Freedom of the Press Act (TF) and the Fundamental Law on Freedom of Expression (YGL). Chalmers University of Technology is subject to the Public Access to Information and Secrecy Act (2009:400). Other legislation that may impact upon Chalmers’ communications is intellectual property law, personal data legislation (GDPR), the Equal Treatment of University Students Act (2001:1286) and the Employment (Co-Determination in the Workplace) Act (1976:580).
Overall principles on communications
Chalmers’ remit is to educate and undertake research in the areas of science and technology at a high international level. Our internal and external communications should give a clear and consistent picture of Chalmers and support the objectives and vision of our activities – towards a sustainable future. Communications from Chalmers must:
- be truthful, nuanced and reliable
- be accessible and easy to understand by the target group
- be relevant and suitable for target groups and the selected channel
- reflect and take into account an overall perspective even when an individual unit of the organisation communicates.
The Chalmers brand is very strong and well-known. It has been built up over a long period, above all through the university’s highly respected activities in the areas of research, education and utilisation. Today, this is an enormous asset for both the university and the rest of the group, and other companies that share the brand. An overall perspective should be applied to ensure the quality of the brand message being conveyed. The right to use the Chalmers brand brings with it substantial responsibility.
Market communications have as their primary purpose to strengthen and profile the brand, highlight and market its research and education, and support collaboration and utilisation. The university’s external communications channels should be used for Chalmers’ needs and may not as a rule be used for disseminating marketing messages from other companies, individual people or associations.
Contact with the media should be undertaken in a spirit of openness. On request, Chalmers University of Technology should be prompt in providing public documents and answering questions about its activities.
The right to comment on behalf of Chalmers or to represent Chalmers in the media is normally in accordance with the employee’s functional responsibility in the organisational structure.
Questions relating to research should be referred to the researcher(s) with expert knowledge and responsibility in the subject area.
Internal communications should involve an open internal dialogue and promote participation, collaboration and innovation.
The main objective of internal operational communications is to enable employees to carry out their work efficiently and for the management to be able to impart important information.
They should also contribute to enhancing a sense of community and collaboration, enabling an understanding of overall objectives and creating a consensus as regards the focus of activities.
The primary objective of internal communications to students is to give students the service and direction they need to prepare, plan and manage their daily life as students. Communications should also contribute to a sense of well-being and context.
Responsibility for communications at Chalmers University of Technology
- The Board of Directors has ultimate responsibility for Chalmers’ activities and thereby also for communications. The Chair of the Board of Directors is the spokesperson for the board.
- The President/CEO is the primary spokesperson in all matters relating to Chalmers’ activities. The role of spokesperson may be delegated to another person in individual cases.
- The First Vice President and the Vice Presidents are in charge of overall communications within their respective areas of responsibility. They are also the primary spokespeople in those areas.
- Managers/leaders are responsible for agreeing Chalmers’ tasks and objectives as well as for disseminating important internal information.
- The Head of the Media Relations Unit and Head of Communications may issue communications on the instructions of people responsible within Chalmers.
For crisis situations, roles and responsibilities for communications are clearly defined: read more under “Chalmers’ crisis organisation” on the intranet.
The Communications Division is responsible for planning, coordinating and running Chalmers’ overall communications, profiling and contacts with the media. All Communications Officers at Chalmers are instructed to communicate in their professional capacity based on Chalmers’ communications policy, communications platform and graphics manual (“Chalmers’ visual identity”).
Decision made 15 April 2021, Dnr C 2021-0526